PRE-DEPARTURE AND POST-ARRIVAL CHECKLIST FOR SHORT-TERM RESIDENTS
What to do before coming to Japan and after arrival in Sendai
Note: the International Support Center (ISC) can provide assistance with procedures markedNo.

Timeline

Check Applicability

Category

To doi1

Travel Schedule

Applicable to all.

Assistance
fromISC

Tick ifcompletedoxooxo

Confirm travel schedule.

 If the host department is the bearer of travel cost, inform the researcher of the→Tick ifapplicable

documents they need submit to the department after their arrival.
 COE issuance (if applicable) may take around 1-3 months from application submission.
Plan the travel schedule with this in mind, and appropriate buffer time.
i Confirm visa requirement
 Depending on your nationalities, purpose of entry, period of stay, and employment

2

Visa Requirement

and remuneration status in Japan, you may be required to apply for a visa.

→Applicable to all Check the visa requirement and the documents required for visa application with theembassy of Japan in your country of residence.
Start COE Application

 Follow the instruction from your host department and provide the necessary
36-4 months before departure

PRE-DEPARTUREi

COE Application

Are you required to submit a COE for visa
application?

Yes→information and document. The University will apply for COE on your behalf, and will
send the both-side copy of COE to you by email.
 **Please be advised that COE application and issuance generally takes 3 months (inoosome cases, it can be longer). Those who require COE to enter Japan are strongly
encouraged to make the application well in advance of their planned departure date.
iDo you have documents that need to be4

Document Translationtranslated?

Complete document translation

 Send the documents that need to be translated to translation services available in yourYes

country. Bring the original translated copy to Japan.

→

 For those with family, an English or Japanese translation of your marriage/birthox

ocertificate is required for your dependent's COE, visa application, and resident
registration in Sendai.
iUH, IH Reservation

 Confirm vacancy and eligibility to move into IH/UH Housingyes5

Accommodation→

 Proceed to reserve a unit from the link below if you are eligible. Please be advisedthat tentative reservation of UH/IH can be made as early as 6 months in advance.
https://sup.bureau.tohoku.ac.jp/en/pre-arrival-e/researcher-e/ The tenancy period for UH is between 1 month and 1 year, and for IH is between 2

Doe you intend to move into the International
House, University House or TU Staff Housing?

weeks and 1 year.
ii Temporary accommodation:
 Make reservation for hotel/weekly apartment if necessary.
no→ If your accommodation expenses are covered by your host department please be sureto prepare/keep the documents required for reimbursement.
 ISC can provide assistance with hotel reservation. Please refer to no.11 to apply for thissupport services.

ooNo.

Timeline

Check Applicability

Category

To doiTick ifapplicable

Assistance
from
ISC

Tick ifcompletedoxooxooxooxooxo

Prepare International Tax Convention application

6-4 months before departure Check if you qualify for the reduction / exemption of income tax under the tax

6convention, and the documents required for the application. Inform your hostexemption of tax under the tax convention?

department in Tohoku University of your intention.
 Prepare all necessary documents before coming to Japan and submit them to your(Tax conventions are treaties signed between

yes→host department after arrival. (i.e.: relevant application forms, Prove of Residency/Tax

countries to avoid double taxation andResidency Certificate, etc.). Please take note that some documents take 2-3 months toprevent tax-evasion from both the country of

be issued.
 For more info:

residence and country of source.)

https://www.mof.go.jp/english/policy/tax_policy/tax_conventions/tax_convetion_list_en.htmliInternational Social Security
Agreement

employer in your country and your host department in Tohoku University of yoursystem in your country for the duration ofyour stay in Japan, and wish to exempted

Prepare International Social Security Agreement application

 Check if you are eligible for social security coverage exemption in Japan. Inform yourWill you be covered by the social security
7yes→from Japan's social security coverage underintention.
 Prepare all necessary documents before coming to Japan and submit them to yourhost department after arrival.

the International Social Security Agreement?

 For more info:
https://www.nenkin.go.jp/international/agreement/index.html

Do you need visa to enter Japan?
8Visa Application(for long term residents (90 days or more),
COE is required to obtain visa, and visa

i→yes

together with all required documents.
(check if the Japan consulate in your country of residence require prior appointment) If everything is in order, visa is normally issued within 5 working days.

of COE)i1 month before departure

Submit visa application

 Visit the Japan consulate in your country of residence and submit your visa application

application can only be done after issuance

Purchase flight ticket After your visa has been issued, and your travel schedule has been confirmed,

9Flight Ticket Purchase

Applicable to allpurchase your flight ticket.
 We generally recommend our visitors to purchase their flight tickets only after their→visas have been issued. However, If you choose to purchase your flight ticket BEFORE
visa has been issued, we highly recommend getting a flexible ticket in case your visa
fails to be issued in time.
 If your host department will be reimbursing your travel costs, be sure to keep thereceipt, itinerary, and boarding pass, and submit it to your host department afteri

Check if you need International Driving Permit

 Check the link below to see if your current driving license can be used to drive in
10International Driving LicenseWill you be driving in Japan right after
arrival?

yesJapan:https://www.keishicho.metro.tokyo.lg.jp/multilingual/english/traffic_safety/drivers_li→censes/index.html
 If your current driving license cannot be used to drive in Japan, obtain an international
driving license from the automotive department in your country of residence.

2 weeks before departure

PRE-DEPARTURE

International Tax Convention

Do you intend to apply for the reduction /i11

Support Services

Do you require support after arrival inSendai?

Apply for support services

 Tohoku University International Support Center offers various support services toyes

international researchers and faculty members free of charge.

→oooo Visit the below link to learn more about the support services offered:https://sup.bureau.tohoku.ac.jp/en/application-main-e/

12Confirmation of Support

Did you apply for support services?

yes→

iUse your MyPage account to communicate with us and confirm the details of thesupport you applied for.

No.

up to 3 days before
departure

PRE-DEPARTURE

up to 3 days before departure

Timeline

Check Applicability

Category

To doi13

Visit Japan Web→

Applicable to all

Tick ifapplicable

Assistance
fromISC

Tick ifcompletedoxooxooxo

Go to the link below and complete the Visit Japan Web Fast Track registration:
https://vjw-lp.digital.go.jp/
Please be sure to always check the latest entry requirement before your departure.

i14Travel Insurance

Get a travel insurance We highly encourage those who are not eligible to enroll into either the National

Applicable to those who are not employed
by TU, or those who are employed by TU

Health Insurance or MEXT MAA insurance to get a travel insurance to cover the entire→but do not meet the eligibility to enroll into

period of their stay in Japan.
 Those who are not covered by any form of insurance for the duration of their stay inthe MEXT MAA insuranceJapan will be required to pay for the cost of any medical treatment they receive whilein Japan.
i15Documents to bring to Japan→Applicable to all

Compile the documents to bring to Japan.

 General document checklist:
・ Passport
・ Flight ticket
・ Hotel reservation
・ Driving license (if applicable)
i16

SIM card

Do you need a Japanese SIM Card?

yes→Consider getting a travel sim card and pick it up at your arrival airport or have itdelivered to your place of residence in Sendai.
 You may consider the below options:
https://www.sakuramobile.jp/oooooohttps://en.nipponsim.jp/

AFTER

ARRIVALi

For University Housing (IH, UH and SH):
Complete move-in procedure at university housing.

17

Accommodation Check-inii For hotel / weekly apartment→All

Check-in procedures will be conducted at the accommodation location.
 ISC can provide assistance with (i) and (ii) as well as guidance from Sendai station tothe accommodation. Please refer to no.11 to apply for the support services.

18

1920

21

IC CardTU ID Card (Employee ID Card)issuance
Tohoku University e-mailTohoku University Network

Will you be using the train/bus to commuteyes→

Are you employed at TU?

yes→

Are you employed at TU?

yes→

to the university?

Are you allowed access to the TU Network?

yes

iConsider getting a reloadable IC Card to make your commute easier.

i

Follow the instruction of your host department to apply for employee ID card through
TU Groupware.

i

Follow the instruction of your host department to set up your e-mail account.

i

Follow the instruction of your host department to access TU Network.
For researcher/faculty members : GroupWare→

https://gw.tohoku.ac.jp/garoon/cgi-bin/cbgrn/grn.cgiiCampus Wi-Fi Eduroam

Are you allowed access to the campus Wi-fi?

yes→xooxooxooxo

Follow the instruction of your host department to connect to and access TU wi-finetwork.

22oRefer to:https://www.tains.tohoku.ac.jp/contents/wireless/eduroam.html